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e-tendering

e-tendering. Danish Defense Procurement Project: Repair and Maintenance of Buildings By Niels B. Sørensen, Projectmanager. Danish Defense Procurement Project. Repair and maintenance of Buildings Office machines Office supplies Office furniture Computers Food Telephone services

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e-tendering

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  1. e-tendering Danish Defense Procurement Project: Repair and Maintenance of Buildings By Niels B. Sørensen, Projectmanager

  2. Danish DefenseProcurement Project • Repair and maintenance of Buildings • Office machines • Office supplies • Office furniture • Computers • Food • Telephone services • Small vehicles • Consultants e

  3. Considerations Repair and Maintenance of Buildings Types of work Focus area Urgent Planned Projects Method of procurement Hourly rates/ Ad Hoc Frame contracts Price list Project based Suggested action: • Tenders for broad regional frame contracts based on price lists on defined work combined with hourly rates. • Contracts based on hourly rates • Mini-tenders • Combination of identical projects

  4. Context Framework: • Expenditure: CZK 1 – 1,4 Billion/year • Suppliers: >500 • Work categories: 14 • Local Building Centers: 5 • De-centralized and fragmented contracting Objectives: • Savings: 15% = CZK 160 Million/year • Centralized contracting • Local planning and ordering • <=100 suppliers • 100% compliance with EU-regulations

  5. Functional + regional 11 types of work and 15 regions 165 sub-contracts Primary, secondary and tertiary supplier on each sub-contract: Total 495 sub-contracts

  6. Electronic tendering;why ETHICS? • Numerous potential bidders • Many regions • Many types of work = many different specifications • Requirement for • detailed documentation throughout the bidding process • automated selection process • easy communication with the bidders • as little administration as possible • focus on the project – not the process • proven off the shelf system tailored to the needs of the Danish Defense • hot line service

  7. Restricted procedure Pre-qualification: • 23 question groups in 6 areas: • General information • Application for type of work and region. • Economical information • Technical abilities • List of references • Quality assurance • Information on staff and their training • Security • Additional information

  8. Pre-qualification • 670 applied for access to the special homepage. • 348 applied for pre-qualification • 1,3 GB data received (7 – 10 meters of shelf) • 210 pre-qualified • 2 complaints were filed (and later withdrawn)

  9. Tender (lowest price) Easy access to all bidding material (44 documents) • Questionnaire with only 2 questions • Bidding sheets for all types of work including general and specific requirements (27 documents) • Handling of Q and A (17 documents) • 800 MB of data received (4 – 6 meters of shelf)

  10. Outcome • 155 suppliers made bids for 495 sub-contracts. • 115 awards for 409 sub-contracts • 98% coverage across sub-contracts and economy • Savings: ?

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